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How can you set clear objectives, timelines, and roles for each team member to boost motivation?

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Team facilitation is a skill that can help you lead and manage diverse groups of people working towards a common goal. However, facilitating a team is not just about giving instructions and resolving conflicts. It also involves setting clear objectives, timelines, and roles for each team member to boost their motivation and performance. In this article, you will learn how to do that using some practical tips and tools.

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Purvi Goradia

Regulatory Affairs Leader ? Product Development Lifecycle | Market Authorization | Risk Management Strategies | Quality…

1 Why clarity matters

Clarity is essential for any team project, as it helps everyone understand what they are expected to do, when they need to do it, and how they contribute to the overall outcome. Without clarity, team members can feel confused, frustrated, or disengaged, which can lower their motivation and productivity. On the other hand, with clarity, team members can feel more confident, focused, and aligned, which can increase their motivation and satisfaction.

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Purvi Goradia

Regulatory Affairs Leader ? Product Development Lifecycle | Market Authorization | Risk Management Strategies | Quality Assurance | Healthcare Regulations | Stakeholder Engagement | Global Regulatory Frameworks
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A team lead or a Manager handling a team has to be himself/herself very clear on the organization goals and expectations from his team. Also the team lead needs to assign the task as per the skill sets of the team members. Guidance to the team , troubleahooting areas is also crucial.

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2 How to set clear objectives

Objectives are the specific and measurable results that you want your team to achieve. They should be aligned with the purpose and vision of your project, and communicate what success looks like. To set clear objectives, you can use the SMART framework, which stands for Specific, Measurable, Achievable, Relevant, and Time-bound. For example, instead of saying "Improve customer satisfaction", you can say "Increase customer satisfaction score by 10% in the next quarter".

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Purvi Goradia

Regulatory Affairs Leader ? Product Development Lifecycle | Market Authorization | Risk Management Strategies | Quality Assurance | Healthcare Regulations | Stakeholder Engagement | Global Regulatory Frameworks
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Quantifiable goals can only measure the performance of each team members. MIS i.e. documenting of daily activities becomes a mandate for performance reviews and goals quantification. The team lead should make it a practice to have robust database in the department to record the activities conducted.

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3 How to set clear timelines

Timelines are the deadlines and milestones that you assign to your team to track their progress and ensure timely delivery. They should be realistic, flexible, and consistent with the objectives and the scope of your project. To set clear timelines, you can use a Gantt chart, which is a visual tool that shows the tasks, dependencies, and durations of your project. You can also use a calendar, a spreadsheet, or a project management software to create and update your timelines.

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Purvi Goradia

Regulatory Affairs Leader ? Product Development Lifecycle | Market Authorization | Risk Management Strategies | Quality Assurance | Healthcare Regulations | Stakeholder Engagement | Global Regulatory Frameworks
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In this era of competitiveness, adherence to timelines is utmost important. Quality of work also needs to be delivered. A simple excel spreadsheet documenting deadline date and informing the team can also work out well.

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4 How to set clear roles

Roles are the responsibilities and expectations that you define for each team member based on their skills, strengths, and interests. They should be balanced, complementary, and empowering for your team. To set clear roles, you can use a RACI matrix, which stands for Responsible, Accountable, Consulted, and Informed. This is a table that shows who is responsible for doing the work, who is accountable for the outcome, who is consulted for input, and who is informed of the status.

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5 How to communicate clarity

Setting clear objectives, timelines, and roles is not enough if you don't communicate them effectively to your team. You need to make sure that your team understands and agrees with them, and that they have the opportunity to ask questions, give feedback, and raise concerns. To communicate clarity, you can use a kickoff meeting, which is a session where you introduce your project, share your objectives, timelines, and roles, and invite your team to participate and collaborate. You can also use regular check-ins, updates, and reviews to reinforce clarity and monitor performance.

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6 How to maintain clarity

Clarity is not a one-time thing that you establish at the beginning of your project and forget about later. It is a dynamic and ongoing process that requires constant attention and adjustment. You need to be aware of the changes and challenges that may affect your project, and communicate them to your team as soon as possible. You also need to solicit and provide feedback, recognition, and support to your team to keep them motivated and engaged. To maintain clarity, you can use tools such as surveys, polls, dashboards, and reports to measure and share your results, achievements, and learnings.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you set clear objectives, timelines, and roles for each team member to boost motivation?

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1 Why clarity matters

2 How to set clear objectives

3 How to set clear timelines

4 How to set clear roles

5 How to communicate clarity

6 How to maintain clarity

7 Here’s what else to consider

Team Facilitation

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How can you set clear objectives, timelines, and roles for each team member to boost motivation?

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3

4

5

6

7

1 Why clarity matters

2 How to set clear objectives

3 How to set clear timelines

4 How to set clear roles

5 How to communicate clarity

6 How to maintain clarity

7 Here’s what else to consider

Team Facilitation

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